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HomeMy WebLinkAboutAgenda Report - December 7, 2016 C-04CAGENDA ITEM 'r' CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Holmes International, Inc., of Sacramento, for Wastewater Pipeline Condition Assessment Project ($475,341) MEETING DATE: December 7, 2016 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute Professional Services Agreement with Holmes International, Inc., of Sacramento, for Wastewater Pipeline Condition Assessment Project, in the amount of $475,341. BACKGROUND INFORMATION: The City's wastewater trunk lines located in Ham Lane and Century Boulevard are over 50 years old. Recent video inspections of portions of the trunk line in Ham Lane by City crews revealed two local failures of the wastewater pipe and required immediate repair. The two local pipe failures indicated the need to further study the structural conditions of not only the Ham Lane trunk line, but also the portion of the City's Domestic Outfall pipeline that extends along Century Boulevard from Beckman Road to Lower Sacramento Road. Staff originally budgeted for the pipeline assessment work in town. However, in response to a recent requirement by the State of California to assess the condition of the City's White Slough Water Pollution Control Facility (WSWPCF) irrigation and drainage infrastructure, and to formulate a work plan to address deficiencies, staff proposes to expand the scope of services to include the pipeline condition assessment of approximately 9,800 linear feet of large diameter pipelines at WSWPCF. The estimated cost for this portion of the work is $300,000 or over 60 percent of the total project cost. Staff prepared a request for proposal (RFP) for the Wastewater Pipeline Condition Assessment Project to solicit qualified engineering firms specializing in wastewater pipeline condition assessment. Staff sent the RFP to five engineering firms and received two proposals. A committee reviewed both of the proposals and selected Holmes International, Inc., of Sacramento, as the most qualified firm to perform the work. Holmes International, Inc., prepared the City's 2009 Sewer System Management Plan and has recently completed a similar pipeline condition assessment project with the City of Reno. The scope of work consists of cleaning the pipelines to be inspected, inspecting the pipeline interior using a high definition 3D digital panoramic camera, preparing the inspection and condition assessment reports, and preparing a capital improvement program to identify and prioritize necessary repairs to the pipelines. In total, approximately 36,100 linear feet of pipes will be inspected and assessed. The cost over the 18 -month term of the agreement is not to exceed $475,341. The cost to make the necessary repairs to the pipelines will be programmed into subsequent budget cycles as appropriate. Staff recommends authorizing City Manager to execute Professional Services Agreement with Holmes International, Inc., of Sacramento, for wastewater pipeline condition assessment, in the amount of APPROVED: , City Manager KAWP\PROJECTS\SEWER\Trunk Line Inspection\CC PSA_Holmes.doc 11/17/16 Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Holmes International, Inc., of Sacramento, for Wastewater Pipeline Condition Assessment Project ($475,341) December 7, 2016 Page 2 $475,341. Staff intends to divert $375,431 from the budgeted Electrical Upgrades/Coarse Screening Project that will not be awarded prior to the end of this fiscal year to supplement the $100,000 originally budgeted this fiscal year to assess the domestic trunk line only. FISCAL IMPACT: FUNDING AVAILABLE Investing in the pipeline condition assessment is intended to prevent costly unbudgeted repairs to the aging pipeline. Fiscal Year 2016/17 Budget: Wastewater Capital Fund (53199000.77020) Funds diverted from Electrical Upgrades/Coarse Screening Project: Total: ' Svl,.s►�1 �l �?R� Susan Bj Supervising Budget Analyst C�� Charles E. Swimley, Jr. Public Works Director Prepared by Lyman Chang, Deputy Public Works Director/ City Engineer CES/LC/tdb Attachment cc: Holmes International Public Works Management Analyst Utility Manager $100,000 $375,431 $475,431 K:\WP\PROJECTS\SEWER\Trunk Line Inspection\CC PSA_Holmes.doc 11/17/16 AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on , 2016, by and between the CITY OF LODI, a municipal corporation (hereinafter "CITY"), and HOLMES INTERNATIONAL (hereinafter "CONTRACTOR"). Section 1.2 Purpose CITY selected the CONTRACTOR to provide the services required in accordance with attached Scope of Services, Exhibit A, attached and incorporated by this reference. CITY wishes to enter into an agreement with CONTRACTOR for wastewater pipeline condition assessment (hereinafter "Project") as set forth in the Scope of Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to provide such services to CITY. ARTICLE 2 SCOPE OF SERVICES Section 2.1 Scope of Services CONTRACTOR, for the benefit and at the direction of CITY, shall perform the Scope of Services as set forth in Exhibit A. Section 2.2 Time For Commencement and Completion of Work CONTRACTOR shall commence work pursuant to this Agreement, upon receipt of a written notice to proceed from CITY or on the date set forth in Section 2.6, whichever occurs first, and shall perform all services diligently and complete work under this Agreement based on a mutually agreed upon timeline or as otherwise designated in the Scope of Services. CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other work products as may be designated in the Scope of Services. CONTRACTOR shall not be responsible for delays caused by the failure of CITY staff to provide required data or review documents within the appropriate time frames. The review time by CITY and any other agencies involved in the project shall not be counted against CONTRACTOR's contract performance period. Also, any delays due to weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall 1 remain in contact with reviewing agencies and make all efforts to review and return all comments. Section 2.3 Meetings CONTRACTOR shall attend meetings as may be set forth in the Scope of Services. Section 2.4 Staffing CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's capabilities and on the qualifications of CONTRACTOR's principals and staff as identified in its proposal to CITY. The Scope of Services shall be performed by CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified by CONTRACTOR of any change of Project Manager and CITY is granted the right of approval of all original, additional and replacement personnel at CITY's sole discretion and shall be notified by CONTRACTOR of any changes of CONTRACTOR's project staff prior to any change. CONTRACTOR represents it is prepared to and can perform all services within the Scope of Services (Exhibit A) and is prepared to and can perform all services specified therein. CONTRACTOR represents that it has, or will have at the time this Agreement is executed, all licenses, permits, qualifications, insurance and approvals of whatsoever nature are legally required for CONTRACTOR to practice its profession, and that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of this Agreement all such licenses, permits, qualifications, insurance and approvals, and shall indemnify, defend and hold harmless CITY against any costs associated with such licenses, permits, qualifications, insurance and approvals which may be imposed against CITY under this Agreement. Section 2.5 Subcontracts Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter into any subcontract with any other party for purposes of providing any work or services covered by this Agreement. Section 2.6 Term The term of this Agreement commences on November 28, 2016 and terminates upon the completion of the Scope of Services or on May 27, 2018, whichever occurs first. ARTICLE 3 COMPENSATION Section 3.1 Compensation CONTRACTOR's compensation for all work under this Agreement shall conform to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by this reference. CONTRACTOR shall not undertake any work beyond the scope of this Agreement unless such additional work is approved in advance and in writing by CITY. Section 3.2 Prevailing Wage The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division 2 of the Labor Code. The Contractor and any Subcontractor will pay the general prevailing wage rate and other employer payments for health and welfare, pension, vacation, travel time, and subsistence pay, apprenticeship or other training programs. The responsibility for compliance with these Labor Code requirements is on the prime contractor. Section 3.3 Contractor Registration — Labor Code 41725.5 No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Section 3.4 Payment Bond CONTRACTOR shall furnish a good and sufficient payment bond for labor and materials, in an amount covering 100% of the public work labor and materials identified in the AGREEMENT. The bond shall be in a form as provided and approved by CITY. The bond will be required at the time the signed AGREEMENT is returned to the CITY, and shall be approved by CITY prior to performing any public work. Section 3.5 Method of Payment CONTRACTOR shall submit invoices for completed work on a monthly basis, or as otherwise agreed, providing, without limitation, details as to amount of hours, individual performing said work, hourly rate, and indicating to what aspect of the Scope of Services said work is attributable. CONTRACTOR's compensation for all work under this Agreement shall not exceed the amount of the Fee Proposal. Section 3.6 Costs The Fee Proposal shall include all reimbursable costs required for the performance of the Scope of Services. Payment of additional reimbursable costs 3 considered to be over and above those inherent in the original Scope of Services shall be approved in advanced and in writing, by CITY. Section 3.7 Auditing CITY reserves the right to periodically audit all charges made by CONTRACTOR to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to furnish CITY, or a designated representative, with necessary information and assistance needed to conduct such an audit. CONTRACTOR agrees that CITY or its delegate will have the right to review, obtain and copy all records pertaining to performance of this Agreement. CONTRACTOR agrees to provide CITY or its delegate with any relevant information requested and shall permit CITY or its delegate access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this requirement. CONTRACTOR further agrees to maintain such records for a period of three (3) years after final payment under this Agreement. ARTICLE 4 MISCELLANEOUS PROVISIONS Section 4.1 Nondiscrimination In performing services under this Agreement, CONTRACTOR shall not discriminate in the employment of its employees or in the engagement of any sub CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, age, or any other criteria prohibited by law. Section 4.2 ADA Compliance In performing services under this Agreement, CONTRACTOR shall comply with the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well as all applicable regulations and guidelines issued pursuant to the ADA. Section 4.3 Indemnification and Responsibility for Damage CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold harmless CITY, its elected and appointed officials, directors, officers, employees and volunteers from and against any claims, damages, losses, and expenses (including 4 reasonable attorney's fees and costs), arising out of performance of the services to be performed under this Agreement, provided that any such claim, damage, loss, or expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any subcontractor employed directly by CONTRACTOR, anyone directly or indirectly employed by any of them, or anyone for whose acts they may be liable, except those injuries or damages arising out of the active negligence, sole negligence, or sole willful misconduct of the City of Lodi, its elected and appointed officials, directors, officers, employees and volunteers. CITY may, at its election, conduct the defense or participate in the defense of any claim related in any way to this indemnification. If CITY chooses at its own election to conduct its own defense, participate in its own defense, or obtain independent legal counsel in defense of any claim related to this indemnification, CONTRACTOR shall pay all of the costs related thereto, including without limitation reasonable attorney fees and costs. The defense and indemnification obligations required by this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations set forth herein. Section 4.4 No Personal Liability Neither the City Council, nor any other officer or authorized assistant or agent or City employee shall be personally responsible for any liability arising under this Agreement. Section 4.5 Responsibility of CITY CITY shall not be held responsible for the care or protection of any material or parts of the work described in the Scope of Services prior to final acceptance by CITY, except as expressly provided herein. Section 4.6 Insurance Requirements for CONTRACTOR CONTRACTOR shall take out and maintain during the life of this Agreement, insurance coverage as set forth in Exhibit C attached hereto and incorporated by this reference. Section 4.7 Successors and Assigns CITY and CONTRACTOR each bind themselves, their partners, successors, assigns, and legal representatives to this Agreement without the written consent of the others. CONTRACTOR shall not assign or transfer any interest in this Agreement without the prior written consent of CITY. Consent to any such transfer shall be at the sole discretion of CITY. Section 4.8 Notices Any notice required to be given by the terms of this Agreement shall be in writing signed by an authorized representative of the sender and shall be deemed to have been given when the same is personally served or upon receipt by express or overnight 5 delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class or certified mail, postage prepaid, addressed to the respective parties as follows: To CITY: City of Lodi 221 West Pine Street P.O. Box 3006 Lodi, CA 95241-1910 Attn: To CONTRACTOR: Holmes International 91 Parklite Circle Sacramento, CA 95831 Attn: Kenneth T. Holmes, P. E. Section 4.9 Cooperation of CITY CITY shall cooperate fully and in a timely manner in providing relevant information it has at its disposal relevant to the Scope of Services. Section 4.10 CONTRACTOR is Not an Employee of CITY CONTRACTOR agrees that in undertaking the duties to be performed under this Agreement, it shall act as an independent contractor for and on behalf of CITY and not an employee of CITY. CITY shall not direct the work and means for accomplishment of the services and work to be performed hereunder. CITY, however, retains the right to require that work performed by CONTRACTOR meet specific standards without regard to the manner and means of accomplishment thereof. Section 4.11 Termination CITY may terminate this Agreement, with or without cause, by giving CONTRACTOR at least ten (10) days written notice. Where phases are anticipated within the Scope of Services, at which an intermediate decision is required concerning whether to proceed further, CITY may terminate at the conclusion of any such phase. Upon termination, CONTRACTOR shall be entitled to payment as set forth in the attached Exhibit B to the extent that the work has been performed. Upon termination, CONTRACTOR shall immediately suspend all work on the Project and deliver any documents or work in progress to CITY. However, CITY shall assume no liability for costs, expenses or lost profits resulting from services not completed or for contracts entered into by CONTRACTOR with third parties in reliance upon this Agreement. Section 4.12 Confidentiality CONTRACTOR agrees to maintain confidentiality of all work and work products produced under this Agreement, except to the extent otherwise required by law or permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or "Proprietary", except to the extent otherwise required by law or permitted in writing by 6 CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California Public Records Act. Section 4.13 Applicable Law, Jurisdiction, Severability, and Attorney's Fees This Agreement shall be governed by the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be venued with the San Joaquin County Superior Court. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict with said laws, but the remainder of this Agreement shall be in force and effect. In the event any dispute between the parties arises under or regarding this Agreement, the prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's fees from the party who does not prevail as determined by the San Joaquin County Superior Court. Section 4.14 City Business License Requirement CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020 requires CONTRACTOR to have a city business license and CONTRACTOR agrees to secure such license and pay the appropriate fees prior to performing any work hereunder. Section 4.15 Captions The captions of the sections and subsections of this Agreement are for convenience only and shall not be deemed to be relevant in resolving any question or interpretation or intent hereunder, Section 4.16 Integration and Modification This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may not be modified or altered except in writing, signed by both parties. Section 4.17 Contract Terms Prevail All exhibits and this Agreement are intended to be construed as a single document. Should any inconsistency occur between the specific terms of this Agreement and the attached exhibits, the terms of this Agreement shall prevail. Section 4.18 Severability The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Section 4.19 Ownership of Documents All documents, photographs, reports, analyses, audits, computer media, or other material documents or data, and working papers, whether or not in final form, which 7 have been obtained or prepared under this Agreement, shall be deemed the property of CITY. Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such documents during CONTRACTOR's regular business hours. Upon termination or completion of services under this Agreement, all information collected, work product and documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days. CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any liability resulting from CITY's use of such documents for any purpose other than the purpose for which they were intended. Section 4.20 Authority The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement. Section 4.21 Federal Transit Funding Conditions ❑ If the box at left is checked, the Federal Transit Funding conditions attached as Exhibit D apply to this Agreement. In the event of a conflict between the terms of this Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the Federal Transit Funding Conditions will control. IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Agreement as of the date first above written. ATTEST: JENNIFER M. FERRAIOLO City Clerk APPROVED AS TO FORM: JANICE D. MAGDICH, City Attorney M Ar. CITY OF LODI, a municipal corporation STEPHEN SCHWABAUER City Manager HOLMES INTERNATIONAL By: Name: KENNETH T. HOLMES, P. E. Title: Owner/Project Manager Attachments: Exhibit A — Scope of Services Exhibit B — Fee Proposal Exhibit C — Insurance Requirements Exhibit D — Federal Transit Funding Conditions (if applicable) Funding Source: 53199000.77020 (Business Unit & Account No.) Doc ID:K:\WP\PROJECTS\PSA's\2016\Holmes PSA.doc CA: Rev.11.2 016 8 Scope of Work Project Understanding Exhibit A This project includes the inspection and pipeline condition assessment of about 26,300 linear feet of the Ham Lane and Century Boulevard trunk sewers. The Ham Lane trunk sewers range in size from 12 -inch to 30 -inch in diameter. The City believes that the pipelines were constructed using mainly unreinforced/reinforced concrete pipe. The pipelines along Ham Lane less than 18" in diameter may be old clay pipe if they are not concrete while the pipelines 18" to 30" are probably all concrete pipe. The Century Boulevard trunk sewer pipelines are believed to all be concrete pipe ranging in size from 24 -inch to 42 -inch in diameter. The Ham Lane pipeline is over 60 years old and Century Boulevard pipeline is over 50 years old. The inspection and pipeline condition assessment work is being undertaken on the Ham Lane and Century Boulevard pipelines due to concern about possible internal corrosion of the concrete pipelines and possible structural issues with the smaller pipes. The project will include the inspection and condition assessment of the 71 manhole access structures (manholes) that connect the pipelines included in the project. To gather physical information on the condition of the concrete manholes and pipelines, up to 10 manholes will be entered by field crew staff to perform penetration and scrape tests of the manhole bases and sidewalls and the crowns of the pipelines entering and leaving the manhole structures. Separately from the inspection and pipeline condition assessment work to be completed along Ham Lane and Century Boulevard, inspection and pipeline condition assessment will be completed at the City's White Slough Water Pollution Control Facility (WPCF) for portions of the irrigation system. This will include approximately 9,800 linear feet of irrigation distribution and runoff & tailwater pipeline. The pipelines inspected along Ham Lane and Century Boulevard will be cleaned prior to the inspection work using hydro -vacuum trunks. The cleaning work for these pipelines will include two passes through the pipelines using high pressure water delivered from nozzles attached to hoses from the cleaning trucks. The pipelines at the White Slough WPCF are partially or fully plugged with soil and debris. Thus, these pipelines will require heavy cleaning before the inspection work can be undertaken. Assistance by the City to excavate the ends of the pipelines that are partially or fully buried will be required. City assistance will also be required to dewater the irrigation distribution pipeline before the project begins. Task 1— Project Management A. Kickoff Meeting The first activity to be accomplished will be to hold a kickoff meeting to familiarize the key people with the project. During this meeting the lead people for the City, the Consultant's staff, and the sub -consultants will be introduced. We also plan to discuss and agree on a number of key issues including: • Onsite Coordination • Reporting protocols and schedules • Specific field procedures, including: Traffic control — Safety — Any special access permits required Any locations where specific traffic control plans will be required Emergency response to issues in case the Consultant team needs help in the middle of the night — Emergency reporting. Procedures and contacts in case something is found that needs to be brought to the attention of the City immediately — Right of entry on private property and public easements Electronic file numbering and labeling for data collected during the study • The procedures to be followed if and when significant structural or maintenance defects are located. • Quality assurance / quality control steps Work Products Meeting Agenda Meeting Minutes Contact Lists B. Prepare Wastewater Pipeline Condition Assessment Technical Memorandum Under this Subtask we will prepare a Wastewater Pipeline Condition Assessment Technical Memorandum summarizing the method of inspection, tasks, activities, and deliverables. Using the information gained during the kickoff meeting, the Technical Memorandum will include discussion of any required permits, relevant public agency contacts, key project team contacts, and other information necessary to coordinate and inform field crews, project managers, and City Personnel. The Technical Memorandum will include a schedule for all activities and tasks incorporated within. The Schedule will include key milestones, deliverable deadlines, review time, and permitting and coordination with agencies. The Work Plan will be submitted to the City as an administrative draft for review and approval prior to starting any field work activities. As part of the work to prepare the Technical Memorandum, we will prepare a Traffic Control Plan (TCP) summarizing any necessary traffic control measures or activities to be undertaken while conducting field work or activities. The TCP will conform to provisions of the CAMUTCD 2014 and any local agency standards or requirements. The TCP will include contact numbers for fire, police and other City or agency departments for notifications and coordination regarding proposed traffic control activities. We are anticipating that most if not all of the inspections on major streets will be performed during the late night — early morning hours of the day to minimize disruption of traffic flow and to improve the safety of the work. Working in the late night — early morning hours also allows us to view the pipelines when the wastewater flow depths are at their lowest levels, improving viewing of the interior of the pipelines. Work Product Project approach technical memo Task 2 — Pipeline and Manhole Inspection Under this Task we will clean and inspect the sanitary sewer pipelines shown on the Pipe Location Map included as Attachment A to this Scope of Work. This work will be documented using NASSCO's PACP and MACP coding version 6 or higher. An electronic copy of the NASSCO PACP and MACP database will be provided at the end of project for integration into the City's CMMS system. A. Sewer Cleaning The designated sewer sections will be cleaned using Hydro -Vac hydro -cleaning machines to remove blockages and allow video capture of the entire length of pipe. The sewer cleaning work will be completed by Pro -Pipe. The cleaning will be performed to remove debris, grease, and roots, and to provide a clear view of the pipeline. A minimum of two (2) complete passes with the hydraulic nozzle will be completed. The work will be performed using a two person hydro cleaning crew except for conditions where a third person might be needed to assist with traffic control. This approach will be used until pipeline(s) that have excessive debris are encountered. Excessive debris requiring what is classified as heavy cleaning will be used for pipelines where two passes using the hose and jetting nozzle do not clean out all of the solids located in the pipeline. If and when such pipelines are encountered, our crews will move on to other pipelines segments and continue cleaning. We will then develop a list of pipelines where excessive solids were encountered and heavy cleaning is needed. After the remainder of the pipelines have been cleaned, we will develop an estimate of the additional cleaning needs and will clean the remaining pipelines on a time and materials basis at an approved unit rate for the extra work. If the cleaning operation reveals evidence of possible major problems in the pipeline that may imply structural problems in the pipeline, we will immediately stop work on trying to clean these pipelines further and will bring this information to the attention of the City. Sludge, dirt, sand, rocks, grease, roots, and other solid or semisolid material resulting from the cleaning operation will be removed at the downstream manhole of the section being cleaned. All solids from the cleaning operations will be disposed at the White Slough Water Pollution Control Facility off of Thornton Rd Pipeline cleaning and subsequent inspection work will be performed on the pipelines listed in the updated Request for Proposals. The tables included in the updated RFP included the following quantities: Approximate Length, LF Dia Ham Century Total 12 2,565 2,565 18 1,831 1,831 21 2,289 2,289 24 1,341 4,027 5,368 30 3,592 6,122 9,714 42 4,528 4,528 Total 11,618 14,677 26,295 City Support Water used for the cleaning work will be provided from City water hydrants at no cost to the project team Disposal of the debris and solids removed from the sewer system during the pipeline cleaning along the Ham Lane and Century Blvd pipeline routes at no cost to the project team B. Pipeline Inspection Under this subtask, we will inspect the pipelines shown on the Pipe Location. This will mean the inspection of the same length, number, and sizes of pipelines included in the Century and Ham WW tables included in the updated RFP and as summarized above. This work will also be accomplished by Pro -Pipe field crews lead by NASSCO PACP and MACP certified operators. The sanitary sewer pipelines will be inspected and the attributes and defects will be coded using NASSCO PACP Standards, Version 6 or higher. Prior to commencing the field work, our crews will first upload the City of Lodi sewer GIS data information to the computers within the video inspection vans for use with the inspection software. The inspections shall be performed one pipeline section at a time. The inspections will normally be completed with the camera proceeding from the upstream manhole or structure to the downstream manhole or structure. For long runs that include multiple connected pipeline runs, we may inspect multiple pipeline segments without moving the inspection van. Where this occurs, the crew will stop the work at any intermediate manhole and will begin a new inspection report before continuing to proceed with the next inspection. This will allow the work to proceed quickly and efficiently, reducing the time that traffic will be impacted. We will attempt to perform the work in favorable flow conditions so that there will not be a need to control flows during the inspections. Since many of the pipelines are on trunk sewers that collect and convey flows from smaller sewer mains, and since many of the pipelines to be inspected are located along major streets, we anticipate performing much of the work during the late night — early morning hours from approximately midnight to 6:00 a.m. Exceptions to working through the night might be taken to clean and inspect pipelines that are located in the backyards east of the canal easement south of Kettleman Lane. It might be necessary to clean and inspect these pipelines during the day in order to gain access to the backyards where the manholes are located. Undertaking the inspection work during the early morning hours will minimize traffic interruption and will allow the work to be performed when the flow levels are at their lowest levels. If flow control is needed, this would involve temporarily plugging the pipeline entering an upstream manhole and inspecting the pipeline while the flow is being slowed or stopped. The flow level in an upstream manhole would be monitored to observe how fast the water is rising in the upstream pipeline segments. This will allow the plug to be pulled before the water level rises too high. Plugging and bypass pumping is not included in our budget since it requires more time and likely is not needed. If bypass pumping is needed, this is a major additional cost element and would be performed only under an approved change in scope and cost. We will inspect the pipelines using high definition photography technology, also called digital 31), or digital 360 degree inspection. The specific equipment that we propose to use is the IBAK Panoramo 3D Optoscanner. The data will be provided in a format that will permit uploading to the CITY's computerized maintenance management system. The data will be provided in an unaltered PACP and MRCP Version 6 or higher database. The database will contain a composite set of all of the inspection data. The data will be provided on an external hard drive for ease of data transfer. The video files will be submitted in digital format with IPF extensions. The .ipf file extensions can be launched with a free viewer that is provided by IBAK, which makes the Panoramo equipment. Work Products Inspection data including video files C. Manhole and Junction Structure Inspections Under this subtask, we will inspect the manholes listed in the GIS attribute table for the Ham Lane trunk sewer and the manholes listed in the GIS attribute table for the Century Blvd trunk sewer. We will inspect these using the Panoramo scanning technology which will provide data without needing to enter the structure. In addition to these inspections, we will inspect up to 10 manholes using man entry procedures where the technician entering the manholes will perform scrape tests on the crown of the inlet and outlet pipelines to test for pipe loss due to active corrosion. During the inspections we will: 1) measure the depth of debris in the pipelines entering and leaving the structures, 2) perform scrape tests on the manholes and pipelines to determine the severity of corrosion, and 3) inspect the manhole to determine the condition of the manholes and the ends of the pipelines entering and leaving. At completion of the project, we will provide Panoramo SI film files on an external hard drive with the manhole inspection files and data. Work Products MACP compliant database Video files A White Slough WPCF Pipeline Inspections Under this subtask, we will clean and inspect approximately 9,800 linear feet of the irrigation system pipelines located at the White Slough Water Pollution Control Facility (WPCF). The pipelines to be inspected are shown on the Figure titled "Attachment 1 Areas for CCTV Data from 8/31/16 Kickoff Meeting, City of Lodi White Slough WPCF Irrigation System Assessment". The pipelines to be inspected are outlined in bold black dashed lines on the figure. A copy of this figure is included as Attachment B to this Scope of Work. The three 36 -inch concrete storm drainage and tailwater return pipelines crossing under Interstate 5 are a third to a half full of mud and debris. The pipeline under the road at the southwest corner of Pond 1C is completely buried. The drainage and tailwater return pipeline may also contain significant deposits of mud and debris. Thus, the City will need to excavate the ends of the drainage and tailwater return pipelines crossing under Interstate 5 and the pipeline under the road by the SW corner of Pond 1C. There is uncertainty about how much cleaning will be needed of the irrigation distribution pipelines. After discussing this with the City, we agreed to clean the pipelines at the White Slough WPCF using a daily cleaning rate of $6,900 per day. We have agreed to attempt to clean the WPCF pipelines within 31 days. A contingency of $22,080 has been established for possible extra cleaning that may be needed at the White Slough WPCF which can be used as needed without additional formal approval. If more budget is needed than the cleaning budget and contingency allow, this will be considered a change in scope and will be performed after a change order has been approved. One element we cannot control is rain. If there is a significant rain after one of more of the pipelines have cleaned and new mud and debris is washed into the pipelines before the inspection has been completed, there will be a need for additional cleaning that will likely require a change order to re -clean. There will also be a one- time lump sum charge of $6,900 for the required Payment Bond under this task. We will inspect the pipelines using is the IBAK Panoramo 3D Optoscanner. The data will be provided in a format that will permit uploading to the CITY's computerized maintenance management system. The data will be provided in an unaltered PACP and MACP Version 6 or higher database. The database will contain a composite set of all of the inspection data. The data will be provided on an external hard drive for ease of data transfer. The video files will be submitted in digital format with IPF extensions. The .ipf file extensions can be launched with a free viewer that is provided by IBAK, which makes the Panoramo equipment. City Support Excavation and removal of excess soil and debris upstream and downstream of the drainage and tailwater return pipelines crossing under Interstate 5 and the pipeline under the road by the SW corner of Pond 1C Dewatering of the irrigation distribution pipelines Water used for the cleaning work provided from City water hydrants at no cost to the project team Disposal of the debris and solids removed from the sewer system during the pipeline cleaning at the White Slough WPCF at no cost to the project team Electronic copies of the GIS datasets for the pipelines at the White Slough WPCF Work Products Inspection data including video files Task 3 — Data Review and Condition Assessment Under this Task, we will review the collected data and assign condition assessment ratings to each manhole structure and interceptor pipe inspected using a condition assessment rating system. The rating system accounts for the internal physical condition of the manhole structure and pipeline, age of the system components, types of construction materials used and number of physical defects observed. A. Data Review Under this subtask, we will review the coded data provided by Pro -Pipe for conformance with PACP standards. B. Condition Assessment Once we have confirmed the defect coding, we grade the pipelines and manholes. We begin the process by calculating pipe segment ratings using the PACP Condition Grading System. Using this system we will determine the PACP Quick Rating. We will use the PACP Quick Rating as a quality control check and to complete an initial assessment of the inspections for significant damage or corrosion that should be brought to the attention of the City. We will then review each pipeline to assign grades ranging from "A" through "F" (no `B" is used, however) depending upon the overall condition of the pipeline. C. Develop Rehabilitation and Replacement Recommendations and Costs Under this subtask, we will develop rehabilitation or replacement recommendations using the information gained from the condition assessment work. Each pipeline where a significant structural problem was observed will be evaluated for appropriate repair or rehabilitation option to determine an effective means to correct the problems found. In evaluating the options, the various construction technologies using both open cut and `trenchless' techniques will be considered. D. Apply Criticality Factors To account for factors like school and municipal bus routes, whether the pipeline is located under a collector or arterial street, or if the pipeline extends under a stream, railroad, or highway, we will apply criticality factors to adjust the rehabilitation and replacement work to assess the consequences of failure. E. Develop Prioritized Pipeline Ratings After the condition and criticality factors are assigned for each pipeline segment, we will compute an overall score computed by multiplying the condition rating number by the criticality adjustment factor. Task 4 — Prepare Condition Assessment Report A. Prepare Draft Report Under this Subtask, we will prepare a draft report for the condition assessment project. This will include maps and tables to demonstrate findings. The report will include: a. A discussion of the assessment plan, field inspections, standards, procedures, materials and methods utilized, including precision and accuracy of findings. b. Discussion regarding the components of the systems assessed, including grade/rank of the various components assessed. c. Findings regarding deficiencies, defects, observations or potential failures and any conclusions relating to underlying cause of deficiencies, defects and failures. d. Recommendations regarding repairs, replacement, operations and maintenance. e. A prioritized list and schedule for implementing recommendations. f. A table showing the costs estimates for all recommendations. We will submit up to five (5) hard bound copies, or a digital copy in MS Word format which can be used to return comments in Track Changes mode, for review. After we receive and tabulate comments and recommendations, we will respond to comments and incorporate responses into the report as appropriate. B. Prepare Final Report Under this Subtask, we will prepare the final condition assessment report. Work Products Pipeline inspection video files including all pipeline inspection data, deliverable in digital format and media (USB thumb drive or USB portable hard disk drive) Five (5) bound hard copies of the final condition assessment report One (1) digital copy in pdf format. Proposed Project Schedule Our proposed project schedule is shown below. Based on the tasks that we've identified and the order that we expect to perform the work, this schedule should be "do -able" if the weather cooperates. There are assumptions in assembling a schedule and a few key items that will directly impact the schedule. We're assuming that most of the month of October will be used to finish the consultant selection process, prepare the final contract, and schedule a City Council meeting for adoption of the contract. We will do our best to get the field work completed before the onset of the rainy season, which would be the one foreseeable issue that we cannot control. The time line shown for the pipeline and manhole condition assessment includes the time for the field work, data review, and the assessment of the pipeline conditions. There are several holidays covered by this time period which we tried to account for. We can't account for wet weather, however. - Task/Su6dska Nov O Jan Feb Mar uff 6 13 20 27 4 11 18 25 1 8 15 22 29 6 13 20 27 6 13 20 27 7 14 21 28 Kickoff Meetilt [[ i{ a _. _ Prapare Tech Memo "........ Sewer Gleaming" ! 9 1 WPCF Pipeline C#eMnQ WPCF Pipeline Inspections ... w ra Rvw & Cond A:omt� Dda Review CandRion Assasament Reno _R&R and " SMca Factors Priorittzed Pipe _----- ""... _---- _..... Qraft Final Rept.:." « Attachment A Ham Lane and Century Blvd Trunk Sewer Condition Assessment Pipe Location Map k A • z-..1 y�l f; Irk .. �f'-7 .; -. ,i ' AftHir . 'I {Ifr} •.-�.i rnI I'fi! -1 x..I? r + ,i 'siu'Ti ►, lam' J—b 1 )[ '� _}i}I � `L . 11 i `.{I- i1i: i . • t= _ � � '�; 1(J 1 — I y_ j', f lf { ` Iti }! .` i } "' .r."}, • ail,'! "�==s' +: - � I4 I- i_ = lid; � M1'X;'! 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Tj�fJ - F ' - � i{ it �f T 2L ilf-`usFr'--�=i"r`m;��- �I I x I1�r„']• II { �f! i �- - I 7 I'LI:`I{{lillri�r, +J':'•?itL• s fl I � Ft I j { jl .li,:;l } i�. l� {� r 111 t Ij�f+KJ :JJI: }ilk:i.j i�311liiIl i } T1 77 r „ Lzl�! lr .11'Ifi I Illl:}Ik , E:L� f 1 Z '• L' i ,'k a Iry LJL r- 0 } } /}! j\ \ k/ §\ Exhibit B Lodi Ham Lane, Century Blvd and White Slough WPCF Pipeline Condition Assessment Expenses Mileage (Travel) Labor Hours Labor Cost Direct Payment Bond Charge 6,900 Holmes Intl KTH JCB Ham/Century Pipeline Inspection 34,811 Exp 8,280 Task KTH JCB Task/Subtask 165.00 155.00 Labor Total Total Pro -Pipe Cost 1 Project Management 213,900 WPCF Pipeline Cleaning Contingency 22,080 WPCF Pipeline Inspection 16,905 Pro -Pipe Subtotal Kickoff Meeting 16 6 2,640 930 3,570 150 Technical Memorandum 24 4 3,960 620 4,580 - 8,300 2 Pipeline & MH Inspections Sewer Cleaning 8 8 1,320 1,240 2,560 150 31,458 Pipeline Inspections 8 8 1,320 1,240 2,560 930 60,341 Manhole Inspections 8 8 1,320 1,240 2,560 14,697 Manhole Entries w/ Scrap Test 8 8 1,320 1,240 2,560 150 2,415 WPCF Pipeline Cleaning 8 8 1,320 1,240 2,560 7,050 235,980 WPCF Pipeline Inspection 8 8 1,320 1,240 2,560 202 16,905 385,636 3 Cond Assessment Data Review 84 13,860 - 13,860 - Condition Assessment 44 78 7,260 12,090 19,350 - R&R List and Costs 88 14,520 - 14,520 - Criticality Factors 6 990 - 990 53 Prioritized Pipeline Ratings 6 990 - 990 105 49,868 4 Condition Assessment Report Draft Report 120 20 19,800 3,100 22,900 104 Final Report 1 30 16 1 4,950 2,4801 7,430 1 1,104 1 1 31,538 Totals 1 466 172 1 76,890 26,6601 103,550 1 9,995 1 361,7961 475,341 Expenses Mileage (Travel) 2,095 Copy/Printing 1,000 Payment Bond Charge 6,900 Expense Subtotal 9,995 Outside Services: Pro -Pipe Ham/Century Pipeline Cleaning 18,144 Ham/Century Cleaning Contingency 1,814 Cleaning Traffic Control 11,500 Cleaning Subtotal w/Traffic Cntl 31,458 Ham/Century Pipeline Inspection 34,811 Mobilization/Demobilization 8,280 Inspection Traffic Control 17,250 Inspection wall components 60,341 Ham/Century Manhole Inspections 14,697 Manhole Entries with Scrap Test 2,415 WPCF Pipeline Cleaning 213,900 WPCF Pipeline Cleaning Contingency 22,080 WPCF Pipeline Inspection 16,905 Pro -Pipe Subtotal 361,796 Total Proj Cost 475,341 EXHIBIT C Insurance Requirements for Contractor The Contractor shall take out and maintain during the life of this Agreement, insurance coverage as listed below. These insurance policies shall protect Contractor and any subcontractor performing work covered by this Agreement from claims for damages for personal injury, including accidental death, as well as from claims for property damages, which may arise from Contractor's operations under this Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or indirectly employed by either of them, and the amount of such insurance shall be as follows: COMPREHENSIVE GENERAL LIABILITY $2,000,000 Each Occurrence $4,000,000 General Aggregate 2. COMPREHENSIVE AUTOMOBILE LIABILITY $1,000,000 Combined Single Limit Such insurance shall cover liability arising out of any vehicle (including, owned, hired and non -hired vehicles) operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO form CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form. All limits are to be designated strictly for the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers. All deductibles or self-insured retentions (SIR) must be disclosed to City's Risk Manager for approval and shall not reduce the limits of liability set forth hereinabove. Insurance policies containing any deductible or SIR provision shall provide, or be endorsed to provide, that the deductible or SIR may be satisfied by either the Named Insured(s) or the City of Lodi. It is required that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits set forth above, shall be available to City as an additional insured. Furthermore, the requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance requirements; or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the Contractor; whichever is greater. Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.). A copy of the certificate(s) of insurance with the following endorsements shall be furnished to the City: (a) Additional Named Insured Endorsement Pursuant to a separate endorsement (ISO form CG 2010 (11/85) or a later version, that provides liability coverage at least as broad as this form) such insurance as is afforded by this policy shall also apply to the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers as additional named insureds. An additional named insured endorsement is also required for Auto Liability. (b) Primary and Non -Contributory Insurance Endorsement Additional insurance coverage under the Contractor's policy shall be "primary and non-contributory" and will not seek contribution from City's insurance or self-insurance and shall be at least as broad as ISO form CG 20 01 04 13. NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West Pine Street, Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an endorsement, a description of thern oiect that it is insuring. (c) Waiver of Subrogation Include a waiver of subrogation against the City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers. A waiver is required for General Liability and Auto Liability. (d) Limits of Coverage The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City's own insurance or self-insurance shall be called upon to protect the City as a named insured. Page 1 1 of 2 pages I Risk: rev.03.2016 Insurance Requirements for Contractor (continued) (e) Completed Operations Endorsement For three years after completion of project, a certificate of insurance with a Completed Operations Endorsement, CG 20 37 07 04, will be provided to the City of Lodi. (f) Severability of Interest Clause The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to increase the limit of the company's liability. (g) Notice of Cancellation or Change in Coverage Endorsement This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA 95240. (h) Continuity of Coverage All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days prior to the expiration of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor shall provide proof of continuing insurance on at least an annual basis during the Term. If Contractor's insurance lapses or is discontinued for any reason, Contractor shall immediately notify the City and immediately obtain replacement insurance. (1) Failure to Comply If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of coverage, the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with interest on the premium paid by the City at the maximum allowable legal rate then in effect in California. The City shall notify Contractor of such payment of premiums within thirty (30) days of payment stating the amount paid, the name(s) of the insurer(s), and rate of interest. Contractor shall pay such reimbursement and interest on the first (1s) day of the month following the City's notice. Notwithstanding any other provision of this Agreement, if Contractor fails or refuses to obtain or maintain insurance as required by this agreement, or fails to provide proof of insurance, the City may terminate this Agreement upon such breach. Upon such termination, Contractor shall immediately cease use of the Site or facilities and commence and diligently pursue the removal of any and all of its personal property from the site or facilities. Q) Qualified Insurer(s) All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in the State of California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are acceptable to the City. Non -admitted surplus lines carriers may be accepted provided they are included on the most recent list of California eligible surplus lines insurers (LESLI list) and otherwise meet City requirements. Workers Compensation Insurance The Contractor shall take out and maintain during the life of this Agreement, Worker's Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any work is sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in hazardous work under this Agreement at the site of the project is not protected under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to provide insurance for the protection of said employees. A waiver of subrogation is required for workers compensation insurance. This policy may not be canceled nor the coverage reduced without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA 95240. NOTE: The City reserves the right to obtain a full certified copy of any insurance policy or endorsements required. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the effective date. Page 2 1 of 2 pages I Risk: rev.03.2016 RESOLUTION NO. 2016-211 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH HOLMES INTERNATIONAL, INC., OF SACRAMENTO, FOR WASTEWATER PIPELINE CONDITION ASSESSMENT WHEREAS, the City's wastewater trunk lines located in Ham Lane and Century Boulevard are over 50 -year old concrete pipes and have not been inspected for structural integrity since they were installed; and WHEREAS, recent spot inspections of these trunk lines in Ham Lane by City crews revealed two local failures of the wastewater pipes and resulted in emergency repair to prevent sinkholes from appearing in the pavement; and WHEREAS, the two local pipe failures indicated the need to further study the structural conditions of not only the Ham Lane trunk line, but also the portion of the City's Domestic Outfall pipeline that extends along Century Boulevard from Beckman Road to Lower Sacramento Road; and WHEREAS, staff prepared a request for proposal (RFP) for the Wastewater Pipeline Condition Assessment Project to solicit qualified engineering firms specializing in wastewater pipeline condition assessment. Staff sent the RFP to five engineering firms and received two proposals; and WHEREAS, a committee reviewed both of the proposals and selected Holmes International, Inc., of Sacramento, as the most qualified firm to perform the work; and WHEREAS, staff recommends authorizing the City Manager to execute a Professional Services Agreement with Holmes International, Inc., of Sacramento, for wastewater pipeline condition assessment in the amount of $475,341. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute a Professional Services Agreement with Holmes International, Inc., of Sacramento, California, for, wastewater pipeline condition assessment, in the amount of $475,341. Dated: December 7, 2016 I hereby certify that Resolution No. 2016-211 was passed and adopted by the City Council of the City of Lodi in a regular meeting held December 7, 2016, by the following vote: AYES: COUNCIL MEMBERS — Johnson, Kuehne, Mounce, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None VN"NIFEJ--� . FERRAIOLO City Clerk 2016-211